S02 - Attachment - PWS HRD Program Evaluation and Management.pdf

HRD Program Evaluation and Management PWS

Veterans Health Administration (VHA) Office of Workforce Management and Consulting (WMC)

Human Resources Development (HRD) Program Evaluation and Management Performance Work Statement (PWS)

1.0 GENERAL

The Department of Veterans Affairs (VA), Veterans Health Administration (VHA) and Workforce Management and Consulting (WMC), Human Resources Development (HRD) supports the learning and professional development needs of approximately 10,000 HR Professionals across the agency. This includes the VHA Flagship Program, the Human Resources Specialist Training and Accelerated Readiness (HR STAR) program that onboards 1,000 trainees per year, using a college-level platform. HRD provides training services to support closing current and previously identified competency gaps among the VA HR workforce.

The purpose of this requirement is to maintain and enhance a well-defined, modern, customized evaluation process to evaluate the efficiency and effectiveness of the Human Resources Development program. Said requirement requires implementation of a learning measurement system, data collection, and analysis, strategic consulting, and reporting with the goal of promoting enduring successful results over the longer term. The system and methodology shall be designed and managed to enable and show agility and continual improvement of HRD’s programs over the period of performance.

Annually, HRD administers a competency gap assessment to identify existing gaps and develops and/or delivers training and learning opportunities to target closing gaps.

HRD has a need for contractor support to provide program and resource management support.

This includes the HRD Customer Central SharePoint site (structure, design, upgrades, enhancements) and subordinate sites, large-scale learning and participate data assessment and reporting that is customized, valid, and curriculum-driven to include Kirkpatrick Model assessments on all programs and courses. The design, tracking, mapping, and reporting capability must be modern and measured via the use of a commercial-off-the-shelf experience management survey tool type of system available online. An annual, centralized competency and skills assessment to HR professionals in VHA, data collection, monthly reports, engagement satisfaction, and strategic analysis and consulting based upon results must all be supported.

The HR STAR trainees’ continued employment is based on the ability to have modern curriculum-based testing, evaluation, and data support, for every cohort throughout the program up to the point of placement. Learning data and resources for connecting WMC HRD to field offices and driving change and best practices, for all WMC HRD programs and resources, is critical to sound planning for VHA HR. The agility to swiftly adjust all resource is critical to allow updates in line with continuously changing statute, regulation, and policy for this large Program Office.

Stakeholders include VA HR Professionals and HR Leadership across the Administrations:

Veteran Health Administration (VHA), Veterans Benefits Administration (VBA), National Cemetery Administration (NCA), and Staff Offices.

1.1 BACKGROUND

The VA supports a culture of education and training. HRD has fostered this culture for the VA HR workforce since 2010. The transfer of newly trained skills to the worksite is a critical component of the program and has proven most beneficial. Linking learning to worksite performance requires a high degree of learner-instructor interactivity during the learning process.

HRD also formally launched the Human Resources Specialist Training and Accelerated Readiness (HR STAR) training program during the first quarter of FY 2023. HRD supports VA’s mission and guiding principles by developing a qualified and effective community of HR professionals to support the agency’s workforce needs, close competency gaps, assess skills, and improve HR professionals’ proficiency. The ability to assess, analyze, and report program activities across multiple and modern learning methods is critical to the continued success of this program office.

1.2 APPLICABLE DOCUMENTS

Documents referenced or germane to this Performance Work Statement (PWS) are listed below. In the performance of the tasks associated with this PWS, the contractor shall comply with the following:

1. 44 U.S.C. § 3541, “Federal Information Security Management Act (FISMA) of 2002”

2. Federal Information Processing Standards (FIPS) Publication 140-2, “Security Requirements For Cryptographic Modules”

3. FIPS Pub 201, “Personal Identity Verification of Federal Employees and Contractors,” March 2006

4. 10 U.S.C. § 2224, "Defense Information Assurance Program"

5. Software Engineering Institute, Software Acquisition Capability Maturity Modeling (SA CMM) Level 2 procedures and processes

6. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

7. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

8. Department of Veterans Affairs (VA) Directive 0710, “Personnel Suitability and Security Program,” October 11, 2018

9. VA Directive 6102, “Internet/Intranet Services,” August 5, 2019

10. 36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” December 21, 2000

11. OMB Circular A-130, “Management of Federal Information Resources,” November 28,

12. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed Services

(CHAMPUS)”

13. An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008

14. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998

15. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

16. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021

17. VA Handbook 6500, Risk Management Framework for VA Information Systems VA Information Security Program,” February 24, 2021 VA Handbook 6500.2, “Management of Data Breaches Involving Sensitive Personal Information”, March 12, 2019

18. VA Handbook 6500.1, “Electronic Media Sanitization,” March 22, 2010

19. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information,” March 12, 2019.

20. VA Handbook 6500.3, “Certification and Accreditation of VA Information Systems,” November 24, 2008.

21. VA Handbook, 6500.5, “Incorporating Security and Privacy in System Development Lifecycle”, March 22, 2010

22. VA Handbook 6500.6, “Contract Security,” March 12, 2010

23. Project Management Accountability System (PMAS) portal (reference PWS References - Technical Library at https://www.voa.va.gov/)

24. OIT ProPath Process Methodology (reference PWS References -Technical Library and ProPath Library links at https://www.voa.va.gov/) NOTE: In the event of a conflict, OIT ProPath takes precedence over other processes or methodologies.

25. Technical Reference Model (TRM) (reference at http://www.ea.oit.va.gov/Technology.asp)

26. National Institute Standards and Technology (NIST) Special Publications, NIST SP 800-145, NIST SP 800-207, NIST 800-210

27. VA Directive 6508, VA Privacy Impact Assessment, October 3, 2008

28. VA Directive 6300, Records and Information Management, February 26, 2009

29. VA Handbook, 6300.1, Records Management Procedures, March 24, 2010

30. Kirkpatrick® Model, used for learning evaluation, was created by Dr. Donald L. Kirkpatrick.

Visit kirkpatrickpartners.com for more information.

2.0 SCOPE OF WORK

2.1 Automated Web-Based SharePoint:

The contractor shall maintain and make enhancements to HRD’s already existing SharePoint site (internal to VA) to continue to depict a holistic summary of HRD’s training, courses, and products (job aids, videos, tools, etc.) by function, delivery type, product type for each applicable VA administration. The SharePoint site shall include training calendars, summaries, and links, which shall detail training events (course titles, course competency mapping data, start dates, end dates, number of completions, and number of unique learners) per month, real-time analytics that include a holistic summary of training/courses/products by function, delivery type, course, for each VA administration as applicable, display corresponding evaluation data for each course, under each pillar of HRD, and course completion rates. The SharePoint resources shall have drill down capabilities for detailed data on summary data and sub-sites.

2.2 Communications Strategy and Online Presence

The Contractor shall develop and implement strategies based on concepts and goals provided by HRD to strengthen HRD’s SharePoint. The contractor shall enhance, manage, and maintain HRD’s SharePoint with agility, to ensure ease of use for the intended audiences. The SharePoint shall be well organized, modern, current, and designed to direct the user quickly to materials, reports, schedules, or other tools. The SharePoint shall house standard and on-demand/ad hoc reports that shall only be accessible by the HRD Director, Human Resources Development program and project managers, Contracting Officer (CO), Contract Specialist (CS) and Contracting Officer Representative (COR).

The Contractor shall provide just-in-time (JIT) and other recurring consultative guidance and proactive support for specified projects to the HRD team by creating and implementing communications strategies in support of HRD’s goals to build/leverage partnerships, raise awareness, increase enrollment, and support sub-initiative(s).

HRD aims to position itself as a leader in training HR Professionals in the Agency and in the Federal Sector. HRD also seeks to expand its services and resources in HR learning to VA management staff. The Contractor shall provide guidance to assist HRD in building partnerships with internal and external stakeholders, as well as raise awareness of services and increase sustainability of large-scale programs. The Contractor shall support HRD in its efforts to build a personal urgency around the importance of career planning and how it supports professional development and builds internal capacity. The intent is to build end-user comfort level with skills assessments, virtual learning, just-in-time training, and self-paced learning thereby increasing the number of HR Professionals who take HRD courses.

All training and materials developed under this contract shall become property of VA.

3.0 PERFORMANCE PERIOD

The period of performance shall be one (1) 12-month base period, and three (3) 12-month option periods. Option years will not be exercised until need is determined and subject to availability of appropriated funds. Exercising the option is at the discretion of the VA.

Any work performed at the Government site shall not take place on Federal holidays or weekends, unless directed by the CO.

The VA observes eleven Federal holidays as set by law (5 U.S.C. § 6103).

Under current definitions, five are set by date:

New Year's Day January 1 Juneteenth June 19 Independence Day July 4 Veterans Day November 11 Christmas Day December 25

If any of the above holidays fall on a Saturday, then Friday shall be observed as a holiday.

Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

Martin Luther King Jr Day Third Monday in January Presidents’ Day Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Day Fourth Thursday in November

4.0 PLACE OF PERFORMANCE

All work performed under this contract shall be performed at contractor facilities.

5.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following tasks and provide all associated deliverables for all contracted years unless otherwise noted in the Tasks or Deliverables table. A complete list of all deliverables, required formatting, and due dates are listed in the Contract Line Items Numbers (CLIN) schedule. Should the Government elect to award any of the option periods then the Contractor shall perform all tasks and provide all associated deliverables in the CLIN schedule.

5.1 Task 1 – POST-AWARD KICK-OFF MEETING

Within 10 business days after task order effective date (or as agreed upon between the VA PM and contractor), the contractor shall participate in a task order kick-off meeting with the project advisory group comprised of key stakeholders and subject matter experts (SMEs) to be identified by the VA PM, including the COR and the CO. The kick-off meeting will be conducted via video or teleconference. Prior to the kick-off, the Contractor shall collaborate with the VA COR, then prepare and distribute the kick-off meeting agenda to planned attendees. During the kick-off meeting, the contractor shall present the details of its intended approach, work plan and project schedule, along with a staff roster. The contractor shall prepare and deliver to attendees meeting minutes captured during the kick-off. The Contractor shall present a draft Contractor Project Management Plan (CPMP) and a draft Quality Control Plan (QCP) at the kick-off meeting for review and approval by the Government PM team. Project management staff shall be available readily during all business hours to accommodate coast-to-coast time zones.

Deliverable: 0001 – Kickoff Meeting Participation/Presentation Deliverable: 0002 – Kickoff Agenda (before) and Meeting Minutes (after) Deliverable: 0003 – Staff Roster

5.1.2 CONTRACTOR PROJECT MANAGEMENT PLAN (CPMP)

The Contractor shall develop a project management plan which shall describe the Contractor’s overall project structure, the methods used to plan, monitor, control, and improve the project efforts that optimally support the requirements identified in the PWS. The CPMP shall be developed in accordance with the Project Management Body of Knowledge Guide, Sixth Edition (or later) and shall include all subsidiary plans described therein. The CPMP shall include a Work Breakdown Structure (WBS) that accurately displays the Contractor’s anticipated schedule, deliverables, milestones, risks, and resources. The WBS shall be completed in Microsoft (MS) Project and submitted as both a picture/image within the CPMP and in a separate WBS MS Project electronic file.

The CPMP shall be consistent with the requirements of the PWS and shall not contradict or indicate supplemental requirements to those stated in the PWS. The CPMP does not supersede the contract or govern the requirements. Any changes to the requirements in the contract must be approved in advance in writing by the Contracting Officer or are performed at the sole risk of the contractor.

The CPMP shall provide both a narrative and graphic format that displays the approach to manage the engagement, i.e., schedule, milestones, risks, resource support and quality assurance. The initial baseline CPMP shall be submitted for Government concurrence. The contractor shall update the CPMP as needed throughout the period of performance (at least monthly) and submit these updates for Government approval.

The CPMP shall be consistent with the requirements of the PWS and shall not contradict or indicate supplemental requirements to those stated in the PWS. The CPMP does not supersede the task order or govern the requirements.

The contractor shall provide a draft Quality Control Plan (QCP) thirty (30) calendar days after task order award for review and approval by the Government. Within five (5) days following Government review and feedback, the Contractor shall submit the Final QCP.

Deliverable: 0004 – Contractor Project Management Plan

5.1.3 MONTHLY PROGRESS REPORTS

The Contractor shall deliver Monthly Progress Reports (MPR). The MPR shall detail training activities executed during the preceding month. The monthly report shall include a section called training snapshot, which shall detail training events (course titles, start dates, end dates, number of completions, and number of participants per course, number of unique learners) per month. The report shall identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue(s). The Contractor shall monitor performance against the CPMP and report any deviations/issues to the COR within two business days of identifying said deviation/issue.

The MPR shall include a data analytics section. This section shall include the Contractor’s narrative on analysis of trends discovered during the previous month and an assessment of the impact of trends on the programs and curriculum. The Contractor shall provide proposals for improvement of negative trends and shall provide recommendations to optimize positive trends.

The MPR is due on the fifth calendar day of each month. If this day falls on a Saturday, Sunday, or Government holiday, the MPR is due the next business day. The report shall contain work planned for the subsequent reporting period. The Contractor is expected to keep in communication with the COR to mitigate escalation of outstanding issues.

Deliverable: 0005 – Monthly Progress Report

5.1.4 QUARTERLY IN PROGRESS REVIEWS

The Contractor shall present quarterly programmatic updates on schedule, performance, and analytics during the HRD In-Progress Reviews (IPR) meetings using the Government-approved template for PowerPoint slides. The Contractor shall provide the COR with a copy of the IPR slide deck no later than two business day prior to the IPR. The IPR is due within the last five business days of each quarter after the initial kick-off meeting. IPR slide decks are due no later than two business days prior to IPR and shall be posted on the HRD SharePoint site.

Deliverable: 0006 – Quarterly Update In-Progress Report

5.1.5 QUALITY CONTROL PLAN

The Contractor shall develop a Quality Control Plan (QCP) for the purpose of establishing and monitoring quality controls to ensure the Contractor meets all performance metrics identified in the PWS. The draft QCP shall be presented at the Contract Kickoff Meeting. The QCP will be reviewed annually at exercise of option. Required updates may be identified by either the Contractor or Government personnel. All updates must be pre-approved by the COR before inclusion in the QCP. The contractor shall present findings of results from implementation of the QCP during the IPR meetings. The Contractor shall present a draft Quality Control Plan at the Contract Kick-Off meeting for review and approval by the Government PM team.

The Contractor shall provide a staff roster (providing updates as they occur, including personnel and security requirements) and the status of required security investigations.

Deliverable: 0007 – Quality Control Plan

5.1.6 COMPETENCY AND SKILLS GAP ASSESSMENT AND REPORT

The contractor shall maintain all course assessments by course, proficiency level, and functional area in a framework that is agile and readily accessible. The contractor shall develop and provide skills assessments VHA-wide for the HR community that can be aggregated, analyzed, and reported nationally and by region.

5.2 Task 2 – Implement and Manage a Performance Measurement System

The contractor shall develop and implement a performance measurement system which uses the Kirkpatrick® Model as a framework to measure the effectiveness, efficiency, and impact of HRD courses, content, and instructors along with individual HR Professionals’ performance and ability to meet strategic HR Goals. The preferred performance measurement is Knowledge Advisors Metrics that Matter® (MTM) and shall integrate with the VA Learning Management System. The system shall provide systematic and automatic collection of data from participants;

observational detail from supervisors, peers, subordinates, and customers; and system generated information to provide HRD Leadership with a comprehensive assessment of environment. The system shall provide advanced measurement capabilities to enable long-term tracking and reporting of job performance change at an individual level and the contribution of individual performance to mission readiness/mission execution. The system shall include a mobile capability via an iOS and Android application, and of the following Knowledge Advisors Metrics that Matter modules:

Performance Improvement

Employee Surveys Big Data

Executive Reporting Social and Informal

Learning Project Assessment

360˚/Multi-rater Assessment

Conference Evaluation Dashboards

The contractor shall purchase licenses on behalf of the Government to support (7) seven administrators and up to 10,000 users. VA will own the licenses and all customization to the performance measurement system.

The contractor shall provide initial implementation of the performance measurement system.

During initial implementation the contractor shall upload courses and data, establish reporting features, and provide training and job aids for HRD designated staff (administrative users) on how to use the system and reports. Due to the extensive volume of HRD programs and projects, the contractor shall readily provide consultative access for regular discussions with HRD staff with regards to developing assessments, tests, and reports per specific course and program offerings. The agreed upon development method used shall incorporate processes currently in use that de-identify the learner.

After the initial implementation, the contractor shall provide monthly support. This support shall include administering user access to the system including creation of accounts and addressing technical issues experienced with logging in system or accessing course evaluations;

attaching surveys to HRD courses in all modalities; running and customizing performance measurement system generated reports; notifying users to take course evaluations; and working with the Performance Measurement System help desk team to resolve any system issues that may arise. Should there be any updates to the performance measurement system, the contractor shall provide support to ensure consistent access and make necessary updates as required. The monthly support shall not begin or be billed prior to the completion of the initial implementation of the system.

Deliverable 0008 – Performance Measurement System Licenses (to be billed as Other Direct Costs) Deliverable 0009 – Initial Implementation of Performance Management System Deliverable 0010 – Monthly Support of Performance Measurement System

5.3 Task 3 – Data Collection, Analysis, and Reporting

The contractor shall develop and implement a data collection and analysis plan. The plan shall be used to build quarterly and annual Programmatic and Learning Evaluation (PLE) reports. The reports shall include evaluation of HRD’s effectiveness and efficiency as compared with its goals and metrics. This will be defined by section: HRD, HRD Consultant and New Talent Development courses, and aggregate (summary data). The reports shall also provide analysis on Levels 1-4 of the Kirkpatrick® Model for HRD’s student cohorts. Both the quarterly and annual reports shall include comparative analysis of data and findings from the previous quarter and year(s), respectively.

The contractor shall include cost benefit analysis and Return on Investment (ROI) in both the quarterly and annual reports. Each report shall incorporate the contractor’s summary of forecasted analysis and recommendations for HRD’s continual improvement. Semi-Annual reports shall be no more than 15 pages long, excluding appendices. Annual reports shall be no more than 30 pages long, excluding appendices. The semi-annual and annual PLE reports shall include an executive summary. PLE reports shall be posted to the SharePoint site on the first Tuesday of October for reporting on the prior quarter; and on the first Tuesday of October for the prior year’s reporting for each annual report. Each report shall include, but not limited to, data points below:

Data outliers and leverage points Discussion of feasibility of a course(s) and/or projects towards HRD’s overall goals Comparison of HR Development courses and projects, including comparing the total expected cost of each option against the total expected benefits, to see whether the benefits outweigh the costs, and by how much

Rates of return on funds invested in HRD, including an indicator to compare different projects within HRD’s project portfolio

Deliverable 0011 – Data Collection Plan Workshop Deliverable 0012 – Data Collection and Analysis Plan Deliverable Deliverable 0013 – Programmatic Learning Evaluation Semi-Annual Report Deliverable 0014 – Customer Engagement/Satisfaction Survey & Report Deliverable 0015 – Programmatic Learning Evaluation Annual Report

5.4 Task 4 – HRD SharePoint Enhancements, Management, and Maintenance

The Contractor shall manage HRD’s efforts to strengthen its online presence on sites such as the HRD SharePoint site. Existing internal and external VA HRD components of HRD will be simplified and will direct users appropriately to Workforce Management. The contractor shall deliver enhancement recommendations for HRD’s SharePoint to drive user adoption, stakeholder engagement and one-stop shopping, The HRD SharePoint Enhancement plan is due within 45 business days after award. The HRD SharePoint site and subsites shall be updated quarterly. The contractor shall recommend any additional features and enhancements for inclusion to the site, for approval by the Government. If approved, the contractor shall implement the new features and capabilities. The contractor shall also maintain pages within the already existing SharePoint to store requirements detailed in sections 5.1.2, 5.1.3, 5.1.4, and 5.4 of this PWS. The Contractor shall establish appropriate access permissions for HRD staff and students for the SharePoint and its subsites.

Deliverable 0016 – HRD SharePoint Enhancement Plan Deliverable 0017 – Maintenance to HRD SharePoint site

Delivery Schedule

Days used in the table below refer to calendar days unless otherwise stated. Deliverables with due dates falling on a weekend or holiday shall be submitted the following Government workday after the weekend or holiday. The Contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/contract.

Acceptable electronic media include Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Project, Microsoft Visio, and Adobe Postscript Data Format (PDF).

Base and Option Period(s) Task/Deliverable Schedule

Deliverable No. Deliverable Description Base (B) or Option (O)

Due

0001 Kickoff Meeting Participation/ Presentation B only Within Ten (10) business days of the start of period of performance

0002 Kickoff Agenda and Meeting Minutes B only Agenda- 2 business days prior to Kickoff Minutes- 3 business days following Kickoff

0003 Staff Roster B only At Kickoff Meeting 0004 Contractor Project Management Plan (CPMP) with updates B Within Thirty (30) days, and updated monthly O Monthly Updates

0005 Monthly Progress Report (MPR) B/O Due on the fifth calendar day of each month. If this day falls on a Saturday, Sunday, or Government holiday then the MPR is due the next business day

0006 Quarterly Update In-Progress Report (IPR) B/O Due the last five (5) business days of each quarter after the initial kick-off meeting. IPR slide decks are due no later than two business days prior to IPR

0007 Quality Control Plan B/O Draft due at contract meeting or 10 business days after award of option.

Final: Due five business days after receipt of VA review and comments on draft QCP

0008 Performance Measurement System Licenses (to be billed as Other Direct Costs)

B/O Due 15 business days after TOED

0009 Initial Implementation of Performance Management System

B/O Due 120 Business Days after TOED

0010 Monthly Support of Performance Measurement System

B/O Monthly after completion of initial implementation of Performance Measurement System

0011 Data Collection Plan Workshop B/O Due annually by the end of 3rd quarter FY

0012 Data Collection and Analysis Plan Deliverable B/O Due 10 business days after Data Collection Plan Workshop

0013 Programmatic Learning Evaluation Semi-Annual Report

B/O Due 10 business days after the end of the 2nd and 4th quarter

(Government Fiscal cycle.)

0014 Customer Engagement/Satisfaction Survey & Report

B/O Due by end of 4th quarter (Government Fiscal cycle.)

0015 Programmatic Learning Evaluation Annual Report

B/O Due 10 business days after the end of the fiscal year

0016 HRD SharePoint Enhancement Plan B/O Due 30 business days after TOED

0017 Maintenance to HRD SharePoint site B/O Due the last five business days of each quarter and last five business days of each quarter upon exercise of option

Formal Acceptance or Rejection of Deliverables:

The Government will have five (5) business days to review each deliverable and provide feedback/comments. The contractor shall have three (3) business days to incorporate feedback/comments and make appropriate revisions. The contractor shall provide the revised version of each deliverable to the Contracting Officer Representative (COR) and VA Program Manager (VA PM). The COR will review and determine final acceptance by the Government. The COR will notify the contractor of final acceptance within five business days. Failure to receive the COR notification within this time shall not serve as and/or be construed as final acceptance.

The contractor shall be responsible for adhering to all pertinent VA standards including but not limited to ensuring that all documentation and deliverables are stored on appropriate VA servers within one week of their completion. The contractor shall use the Microsoft TEAMS for all pertinent conference calls, and the VA Exchange server for all pertinent email. Upon assignment of VA email accounts, use of external email accounts for the purpose of VA communications and business will be prohibited. The contractor shall be responsible for adhering to all pertinent VA information technology policies and procedures, which will be made available at the contractor’s request on award.

The COR will make all best efforts to notify the contractor of final acceptance within five business days. However, failure to receive the COR notification within this time shall not serve as and/or be construed as final acceptance.

See Quality Assurance Surveillance Plan attachment for additional information on deliverable rejection.

The contractor shall be responsible for adhering to all pertinent VA standards including but not limited to ensuring that all documentation, deliverables and meets or exceeds VA information technology policies and procedures, which will be made available at the contractor’s request on award.

Method and Distribution of Deliverables:

The Contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/contract. Acceptable electronic media include MS Office Suite 2016 or higher, and Adobe Postscript Data Format (PDF) as requested by the VA Program Manager and/or COR.

6.0 PERSONNEL

6.1 GENERAL EXPERIENCE REQUIREMENTS

Contractor personnel shall be fully qualified and have the level of experience necessary to accomplish the requirements of this PWS. In addition, contractor personnel shall be acceptable to the Government in terms of personal and professional conduct, and in technical knowledge.

Furthermore, contractor personnel are expected to be proficient with office automation equipment, Microsoft Office 2016 (Word, Excel, Outlook, Access), MS Project 2016 or later, MS Teams or successor(s), Smartsheets, Software/Systems Development Lifecycle, data analytics software, and have sufficient written and verbal communication skills to support VA. Should any contractor personnel be determined to be unacceptable in terms of technical competency or unacceptable personal conduct while working on contract activities, the contractor shall immediately remove and replace the unacceptable personnel at no additional cost to the Government. Contractor personnel are to serve in a support role; final decisions regarding VA business shall always be made by Government personnel.

6.2 Key Personnel

Certain skilled, experienced professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as “Key Personnel” and are those persons whose résumé is submitted and marked by the vendor as “Key Personnel” under the Technical Approach. Substitutions shall only be accepted if in compliance with the “Substitution of Key Personnel” provision below.

Substitution of Key Personnel: All contractor requests for approval of substitutions hereunder shall be submitted in writing to the CO at least 15 calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete résumé for the proposed substitute, and any other information requested by the CO necessary to approve or disapprove the proposed substitution. New personnel shall not commence work until all necessary security requirements have been fulfilled and résumé provided and accepted. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval in writing. Any substituted personnel shall have the equivalent or better education, experience, and credentials than the personnel submitted with the proposal, subject to VA review and approval.

Project Manager: The contractor shall assign a Project Manager (PM) who has extensive experience successfully managing large-scale training and development and/or IT projects of an advanced complexity in nature. The PM shall also have a Project Management Professional (PMP) certification or equivalent, such as program and project management certification (e.g., Federal Acquisition Institute or Defense Acquisition Workforce Improvement Act). Previous experience shall demonstrate the ability to lead and direct cross-functional teams to deliver projects within the constraints of schedule, budget, and scope. The PM shall also have documented expertise in providing strategic consultative services and program evaluation and management support. The duties of the Project Manager shall include the following:

Provide overall project direction Develop and implement project management plans Be the primary contractor point of contact with the VA Coordinate project activities and resources Obtain government acceptance of all deliverables

Required Skills for the PM: Proficient in Microsoft Office 2016 or later (Word, Excel, Outlook, Access), Teams (or successor), Smartsheets, MS Project 2016 or later, and Software/Systems Development Lifecycle. Proficient with Lean Six Sigma, Rational Team Concert and demonstrated experience with the following development methodologies: Waterfall, Agile, or Scrum.

Support Personnel Qualifications: The contractor shall employ personnel to complete the requirements of the contract. The contracted support personnel shall be fully qualified and competent to perform the required work. The personnel employed by the contractor shall be proficient in Microsoft Office 2016 or later (Word, Excel, Outlook, Access, Teams, or successor), Smart Sheets, MS Project 2016 or later, and Software/Systems Development Lifecycle. Support Personnel shall have proven proficiency and experience in data analytics. The support personnel shall also have documented experience in strategic communications, program evaluation and support.

7.0 QUALITY ASSURANCE SURVEILLANCE PLAN

The Government shall evaluate the Contractor’s performance under this contract in accordance with the attached Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

The Government intends to utilize the attached QASP throughout the life of the contract to ensure that the contractor is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion. The contractor will be promptly notified when changes occur.

8.0 SECURITY REQUIREMENTS

8.1 POSITION/TASK RISK DESIGNATION LEVEL(S) AND CONTRACTOR PERSONNEL SECURITY

REQUIREMENTS

The Federal Government shall be the sole owner and have all rights to use, copy, and distribute all deliverables, and the research and data behind the deliverables developed under this effort, except for Commercial-Off-the-Shelf (COTS) materials. The contractor has no rights in these deliverables, data, and research, and may not disseminate them to any party other than the

WMC.

In accordance with VA policy, contractors’ storage, generation, transmission or exchanging of VA sensitive information requires appropriate security controls to be in place. The VA Information Security Program policy – VA Directive and Handbook 6500 and additional 6500 series directives and handbooks - provide the framework for security within VA.

8.1.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

The Contractor shall submit a Staff Roster that must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with table below.

Position

Sensitivity

Background Investigation (in accordance with Department of Veterans Affairs 0710 Handbook, “Personnel Security Suitability Program,” Appendix A)

Low

National Agency Check with Written Inquiries (NACI) A NACI is conducted by OPM and covers a 5-year period. It consists of a review of records contained in the OPM Security Investigations Index (SII) and the DOD Defense Central Investigations Index (DCII), FBI name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment.

In VA it is used for Non-sensitive or Low Risk positions.

Moderate

Moderate Background Investigation (MBI) A MBI is conducted by OPM and covers a 5-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and an FBI fingerprint check], a credit report covering a period of 5 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, law enforcement check; and a verification of the educational degree.

High

Background Investigation (BI) A BI is conducted by OPM and covers a 10-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and a FBI fingerprint check report], a credit report covering a period of 10 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, spouse, neighbors, supervisor, co-workers; court records, law enforcement check, and a verification of the educational degree.

The position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the Performance Work Statement are:

Position Sensitivity and Background Investigation Requirements Task Number Low/NACI Moderate/MBI High/BI All Tasks X

The Tasks identified above, and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

Contractors, Contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

8.2 FACILITY/RESOURCE PROVISIONS

The Government will provide all program guides, reference materials, and documentation for the project. Other Government applications will also be provided on an as-needed basis to accomplish the tasks associated with this PWS.

The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the COR. The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are relevant to the work.

VA will provide access to VA specific systems/network as required for execution of the task via remote access technology (e.g., Citrix Access Gateway (CAG), site-to-site VPN, or VA Remote Access Security Compliance Update Environment (RESCUE)). This remote access will provide access to VA specific software such as Veterans Health Information System and Technology Architecture (VistA), ClearQuest, ProPath, Primavera, and Remedy, including appropriate seat management and user licenses. The Contractor shall utilize Government-provided software development and test accounts, document, and requirements repositories, etc. as required for the development, storage, maintenance, and delivery of products within the scope of this effort. The Contractor shall not transmit, store, or otherwise maintain sensitive data or products in Contractor systems (or media) within the VA firewall IAW VA Handbook 6500.6 dated March 12, 2010. All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this PWS.

For detailed Security and Privacy Requirements refer to ADDENDUM A and the IT Contract Security Clause in Section B of the Contract.

8.3 GOVERNMENT FURNISHED PROPERTY

The Government has determined that remote access solutions involving VA’s virtual private network (VPN) are necessary to complete the tasks on this specific contract. The Government also understands that government furnished equipment (GFE) is limited to Contractors requiring direct access to the network.

Based on the Government assessment of the possibility for remote access and the requirements of this contract, the Government estimates that the following GFE will be required:

One (1) standard laptop per contract team member as needed.

The Government will not provide IT accessories including but not limited to Mobile Wi-Fi hotspots/wireless access points, cell phones, additional or specialized keyboards or mice, laptop bags, extra charging cables, extra PIV readers, peripheral devices, additional RAM, etc. The Contractor is responsible for providing these types of IT accessories in support of the contract as necessary and any VA installation required for these IT accessories shall be coordinated with the COR.

ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A Contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All Contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures follow VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor during performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/ subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause with a Business Associate, the associated local BAA must also be terminated, and appropriate actions taken in accordance with organizational Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contractor.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other…